Ribbon schedule for going to work. Rules for drawing up a shift schedule in accordance with the Labor Code of the Russian Federation

The working time schedule for 2017 should be in any company that uses different modes of work and rest. It must be compiled in full compliance with the law.

Features of scheduling working hours for 2017

Drawing up a schedule for employees to go to work is necessary for the company in order to solve a whole range of tasks:

ensuring observance of the rights of citizens to normal working hours;
informing employees about the order of alternating working days and days off, as well as the time of daily work;
determination of the total number of working and weekend days for the period.

To work out a weekly 40-hour norm for 8 hours a day, an employee in 2017 needs to work 247 days out of 365 calendar days. Looking at the 2017 production calendar for a five-day workweek, which is essentially also a work schedule, and comparing it to 2016, we can see the following:

Despite the decrease in the calendar duration of 2017 by 1 day (from 366 to 365 days), the number of working days remained identical to 2016.
In addition, in 2017, in accordance with the requirements of the Labor Code of the Russian Federation, they are reduced by 1 hour 3 working days - February 22, March 7 and November 3. Their duration is 7 hours.
The total number of days off and non-working public holidays in 2017 decreased by 1 and equals 118.

Sequence of scheduling

The sequence of scheduling work includes the following steps:

Initially, you need to set the period for which the schedule will be formed (week, month, quarter, year).
In the case of applying several options for the organization of work, in which the modes of work and rest are different, it is necessary to group the personnel depending on these options.
Determine the total number of hours of work obtained according to the schedule and compare it with the approved standard of working hours that has developed over the same period. Make adjustments if necessary.
Check the resulting alternation of days of work for compliance with the provisions of Art. 110 of the Labor Code of the Russian Federation in order to ensure a weekly uninterrupted rest of at least 42 hours.

Difficult moments in the formation of graphs

If persons under the age of majority are employed in an organization that applies the “typical” five-day regime, it will be necessary to take into account the specific norms of legislation established for them. That is, when calculating the annual norm of working time, you will need to take into account that:

the maximum possible duration of the working week cannot exceed 24 hours;
the daily duration of work cannot exceed 24 / 5 = 4.8 hours (4 hours 48 minutes);
the annual norm of time is 247 × 4.8 = 1185.6 hours, but there are 3 pre-holiday days, then it turns out 1,185.6 - 3 = 1,182.6 hours.

In general cases, for those employed on a five-day (and on any other) schedule, the annual norm of working time is 247 days. × 8 h - 3 h = 1973 hours.

It is necessary to distinguish between the general norm established in accordance with the law and the individual one for the employee. The second is obtained by excluding from the planned norm for the period of calculation the time of absence of the employee while maintaining his workplace (vacation, sick leave, days of blood donation, performance of state duties).

Where is the formscheduleAworking time free download

Drawing up work schedules is carried out in a free form. All applicable modes of operation in without fail should be reflected in the internal labor regulations (PWTR), the collective agreement. At the same time, in the employment contract, a reference is made to the name of the operating mode from the PWTR. It is allowed to set an individual schedule for an employee that is not named in local acts. However, such a schedule should act as a mandatory annex to the employment contract and be described in it. When describing the work schedule, you must specify the following information:

the order of alternation of working days and days off;
duration of the working day, start and end time of work during the shift;
the duration of the lunch break and the period of its use during the day.

In addition, it is necessary to form a work schedule for the future period on a separate form and familiarize the employee with it (with the exception of a five-day work week). By general rule this must be done no later than a month before the start of its application, if the employee's work schedule changes, or immediately upon hiring a new employee. Most often, the time sheet is used as the basis for scheduling, because then the schedule looks more visual. You can get a sample timetable on the website at the link below.

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When drawing up work schedules for 2017, one should be guided by the norm of working hours given in the production calendar. This year it turned out to be less by 1 hour compared to 2016 - 1,973 hours versus 1,974. This is due to the fact that this year, despite the shorter calendar duration, fewer days off and holidays are approved.

The work of employees in various fields economic activity involves absolutely diverse schedules of their involvement in the work process. If office workers work, as a rule, in the conditions of a five- or six-day work week, then, for example, the service sector requires a completely different regime. A schedule is drawn up for each employee, which may include night work, shifts, and “floating” days off. In the meantime, it is impossible to draw up a schedule, guided only by the employer's and employee's own wishes - there are a lot of rules that are enshrined labor law.

What is the mode of work, what elements does it consist of

Hours worked - the basis for remuneration for employees with a time-based payment condition

The labor law obliges the employer to keep a strict record of working time for each employee, because it is for the time (with the exception of rather rare cases of piecework) that the work is paid. The mode of labor is determined primarily by law, and secondly by the employer in agreement with the trade union and the employee, the rules for the distribution of time. The Labor Code of the Russian Federation contains a section on labor time, a separate chapter of which (Chapter 16) regulates the regime.

Working hours according to the Labor Code of the Russian Federation can be represented by several varieties in terms of their duration: normal, reduced and incomplete. In addition, special varieties are night work, overtime work, work with the possibility of an irregular day. The main difference between part-time and reduced hours is their payment - the first means payment in proportion to the time worked, the second - regardless of the time worked. Night and overtime work are paid at an increased rate, irregular working hours, as a rule, are compensated by additional days of the annual vacation period.

The elements of the working time regime are those positions that, in accordance with the law, must be determined when forming the regime for each worker. Among these main positions, the Labor Code of the Russian Federation calls:

the duration (number of working days) of the week (for example, five-day or six-day, incomplete, indicating the number of days, etc.);
the presence of a condition on irregular working hours;
duration daily work- number of hours labor day or shifts with an exact indication of their beginning and end, time frames for breaks;
number of shifts per day;
rules for alternating working and free days (for example, “two workers in two days off”, etc.).

How and by what documents the labor regime is determined

The work schedule for each individual employee must be negotiated with him in advance - when concluding an employment agreement. In general, according to the organization in the context of structural divisions or positions, the mode of operation is determined in the internal labor regulations.

PVTR is a local NLA of an organization that determines the main points of relations between a team of employees and an employer - the rules for hiring and completing labor relations, powers and obligations of the parties to the labor agreement in the course of work, General terms regarding the regime of working time, etc. PWTR are approved by the employer in agreement with the trade union organization, with this document, each employee upon conclusion labor contract must be notified in writing.

In the PWTR, the working time regime of an organization can be reflected in the following way:

establishing the duration of the work week and specific daily work time frames for certain groups of positions (for example, “For departments: Management, Human Resources, legal service, Accounting, Office - a five-day working week, the beginning of the working day - 8:00, the end of the working day - 17:00, a break for rest and food - from 13:00 to 14:00 ");
establishing for individual positions the conditions for an irregular working day, indicating the amount of compensation in the form extra days(at least three) holidays in accordance with Art. 119 of the Labor Code of the Russian Federation (for example, “For positions: Director, Deputy Director, driver - an irregular working day is established with compensation in the form of 4 days of an additional vacation period annually”);
establishing a work schedule for individual departments and positions (for example, “For the sales department, a work schedule is established in compliance with the labor standard for a five-day 40-hour work week”);
establishing a summarized accounting of working hours for individual positions (for example, “For the position“ Seller ”a summarized accounting of working hours is established, the accounting period is a quarter”);
establishing a flexible work schedule, a night (equivalent to day) work regime, a shift schedule, dividing the working day into parts for certain categories employees (for example, "For the position" Cashier "sets shift work work, in which the third shift, which falls at night, is equated to daytime work).

The labor agreement must contain a section on the working regime. For employees whose position involves working on a regular five- or six-day work week, the agreement specifies the exact work schedule. For those who will work according to the schedule, with a summarized account, with an irregular working day, with part-time work, with dividing the day into parts, etc., these circumstances should be reflected in the specified agreement. Cases of establishing an unspecified working time regime are illegal, such a violation may entail liability for the employer under Art. 5.27 of the Code of Administrative Offenses of the Russian Federation with all the ensuing consequences (fines and other sanctions).

A section on working hours must be included in the contract

How to establish new regime rules in an organization: order and documents

If an employee gets acquainted with the already existing regime for a separate position when hiring by signing an employment agreement and a mark on reading the PWTR, then changing the current regime is somewhat more complicated.

The decision to change the PVTR can be issued in the form of an order

The order of the procedure is as follows:

To begin with, the manager must make an informed decision about which positions or structural units the new rules are introduced for.
Then, according to all the rules for changing the local regulatory legal acts, the corresponding changes are made to the PWTR (the project must be agreed with the trade union within five days, then signed by the head).
Based on the changed PTP, each employee who is affected by the changes is warned about the change essential conditions work (a notice against signature should be given no later than a month before the issuance of the order). In case of refusal to continue the employment relationship under the changed conditions, the employee must be dismissed after the expiration of the notice period.
Within the prescribed period (one month after notifying employees), an order is issued for the enterprise to change the regime for specific employees (at this stage, they must be listed by name). Each worker gets acquainted with the order against signature.
On the day the administrative document is issued, each employee concludes additional agreement to the contract, changing the conditions for the working time regime.
From the date specified in the supplementary agreement and order, the new regime begins to operate with its new documentation(for example, with drawing up schedules).

Work schedule as a document that regulates the individual mode of work on a daily basis

Schedule is one of important documents to organize the work of those employees who do not work according to the general (production) calendar. So, the schedule every day regulates the time of coming to work, leaving work, the time of breaks, and even the workplace assigned to the employee.

The schedule is drawn up, as a rule, for one month, however, this period is not regulated by law. Therefore, depending on the circumstances and characteristics of the production process, the document can be drawn up for a week, and for a quarter, and for a year.

A graph, as a document, can be drawn up:

simultaneously for all employees of the enterprise;
for employees of one structural unit;
for a certain group of employees from different structural divisions;
separately for one employee.

Form and conventions

In the shift schedule, it is enough to indicate only the designation of the shift

In case of summarized accounting, the graph must contain columns reflecting the sum of hours per month, per quarter (depending on the accounting period)

Scheduling and Approval Process

The procedure for drawing up and approving a schedule in an organization can be regulated either by a local regulatory legal act or by order of the head. The persons responsible for the maintenance, endorsement and approval of the document are determined by designating them in these documents and entering the corresponding item in the job description.

As a rule, the schedule is drawn up by the person responsible for this in the structural unit (department, service), endorsed by the head of the structural unit, a representative of the personnel department and the trade union, and approved by the head of the enterprise or his deputy in charge of the relevant area of activity.

The schedule can be drawn up both manually (by means of standard means Office with output to paper), and in specialized software complexes(for example, "1C: personnel and salary", SAP, etc.).

Schedule Requirements

When scheduling work, the employer is in a situation where it is necessary to comply with a lot of rules, requirements and interests. First of all, these are the requirements of labor legislation that protects the rights, interests and even health of the employee:

The duration of daily work should not exceed the established Art. 94 of the Labor Code of the Russian Federation of limits (special boundaries are established for minor employees, disabled people, workers in harmful unsafe conditions).
The number of working hours per week must not exceed the production calendar(40 hours - as a general rule). For those who have a summarized accounting for the accounting period, it is imperative to comply with the norm of hours of this accounting period (quarter, month, etc.).
Shifts, predominantly at night, should be reduced by 1 hour.
After a shift lasting more than 24 hours, the same or more rest period is provided.
If the condition for dividing the working day into parts is not established for the employee, his lunch break (or the sum of several during the day) should not last more than two hours.
The minimum lunch break is 30 minutes. It is obligatory to establish daily, if the agreement of the parties and the PWTR does not provide for the employee to eat in parallel with work. The lunch break is not paid.
It is forbidden to work during two shifts following one after the other.
Hours falling on the period of illness or vacation of an employee are also taken into account in his monthly (quarterly) rate. In other words, the employee is not required to complete the actually missed hours to the norm.
It is impossible to exceed the limits established by Art. 99 of the Labor Code of the Russian Federation for overtime work (no more than four hours in a two-day working period, no more than one hundred and twenty hours a year), etc.

Of course, when forming the schedule, the operating mode of the enterprise, the load standards, and the interests of the employee himself are taken into account.

Familiarization of employees

The employer is obliged to familiarize the employees with the work schedule no later than one month before the day it comes into effect - this is a direct requirement of Art. 103 of the Labor Code of the Russian Federation. Violation of this deadline threatens with administrative liability.

In order to avoid violating the requirements of the law, it is necessary to start drawing up a schedule no later than one and a half months before the start of the accounting period. For example, the schedule for December should be drawn up before October 15 in order to have time to agree on it, approve and familiarize all employees (after all, some of them may be on vacation or on sick leave at the time of familiarization, but this circumstance is not an excuse in case of violation of the terms of familiarization ).

How to change the established working time schedule

Since the work schedule is established by agreement of both parties to labor relations, then any of them can become the initiator of its change. Changing the regime (as a more general, permanent concept) at the initiative of the employer is described in the section on establishing the labor regime at the enterprise. A change in the schedule, as a one-time event or an event relating to one employee, occurs:

or by adjusting an already drawn up schedule (document), if the employee is set to work according to the schedule;
or by making changes to contract of employment- if the employee works according to the regime fixed in this document (that is, according to the usual production calendar).

In the first case, the scheduler, at the request of the employee or on his own initiative (due to production necessity) draws up a corrective schedule, endorses and approves it according to the usual procedure for preparing this document.

You can change the working hours both for a group of employees and for one of them (for example, at his request due to family circumstances)

In the second case, at the request of the employee, an order is prepared to change the working hours - this is enough if the schedule changes for up to two weeks. If the period of changing the working regime is longer, it is necessary to conclude an additional agreement to the contract.

If the work schedule changes for more than two weeks, it is necessary to conclude an additional agreement to the employment contract

Establishing a work schedule and scheduling for employees is one of the employer's priorities in the field of organization labor process. And this is no easy matter. The schedule must correspond not only to the production needs of the company, but also to the conditions defined by the legislator. In addition, it is extremely important to familiarize employees with the schedule in time to avoid possible sanctions from the side government agencies exercising control in the field of labor relations.

I have a higher legal education, work experience in court, bank, at an enterprise. Despite the fact that my main specialization is criminal law and procedure, all my professional activity related to business law, ranging from personnel issues to lending problems. For a long time I have been writing reviews of foreign and domestic media on business topics.

A work schedule is a document that determines what calendar time an employee should work. You cannot do without it if you want the organization to work like clockwork. We tell you how to properly develop such a document.

The article will be useful to the leaders of large organizations and departments that employ a lot of people. Sample work schedule (download in Excel finished example below) will help plan the smooth operation of employees and avoid situations where everyone is absent for some reason and there is no one to work.

What is a work schedule

Labor legislation provides that an employee may have a normalized or non-standardized work time. It is installed rules internal labor regulations, collective agreement, agreements, and to employees whose regime is different from general rules, an employment contract.

Normal working hours include the following modes: 5-day week with 2 days off, 6 days with 1 day off, a week with days off on a rotating schedule, or part-time work, with irregular day For some categories of employees, a shift schedule is established. This is a document that is established in accordance with Art. 103 of the Labor Code of the Russian Federation and is introduced in cases where the duration of the production process exceeds the working time of the employee. In production, groups of employees replace each other to ensure the continuity of the process, it becomes necessary to work or provide services around the clock. In order to keep their working hours within the norm, shift schedules are introduced. As a rule, they are attached to the collective agreement, and the opinion of the representative body of workers is taken into account when they are approved.

An employee is set a certain work schedule, for example, he works for two days, then he rests for two days. Those two days that he rests, another worker takes his place. In such circumstances, the mode is qualified as a shift and requires the preparation of a specific mode of work. For this, you need a sample work schedule for employees for a month.

Download monthly work schedule sample blank form

What is the difference from the time sheet

A document fixing the working regime should be distinguished from that maintained by the employer in accordance with the requirements of Art. 91 of the Labor Code of the Russian Federation and is a kind of accounting document for how many employees worked, as a rule, per month. The norm is 40 working hours per week. The employer is obliged to keep records of the actual hours worked for each employee.

There are no special requirements for familiarization with the report card within a certain period of time and there is no need to coordinate it with the representative body of employees. The employer can only not exceed the established working hours and provide employees with rest in accordance with the requirements of Art. 110 of the Labor Code of the Russian Federation.

Keeping a timesheet is a must for any organization. But with a continuous flow, when people work in shifts, a working time schedule is mandatory. You can download the work schedule excel template below.

In both cases, it is necessary to prescribe these features in the employment contract in the section that concerns the working day.

Free download in Excel timesheet for 2019

Why you need a work schedule

Its functions are quite diverse. It is needed for:

streamlining the working hours of employees;
to calculate payroll in the performance of specific obligations;
to calculate average earnings;
to calculate benefits;
when determining the insurance period of an employee;
in order to avoid errors in determining earnings and compensation for vacation (in addition to time sheets, it can also be a document on the basis of which it is calculated wage and other payments)
to identify processing in excess of the norm and determine surcharges.

After approval, the team is introduced to it under the signature one month before it is put into effect. In case of refusal to sign, a special act is drawn up signed by two witnesses. Failure to comply with the established regime is a gross disciplinary offense.

Who fills out

A sample schedule for employees to go to work for the next month is drawn up by the head or a person responsible for compiling such a document, empowered in accordance with the order. In practice, this is usually done personnel worker, But it's not right. The schedule must be drawn up by the head of the structural unit.

After drawing up, the document is finally approved and signed by the head of the organization or a separate structural unit. For simplicity, you can download a sample work schedule in exel and use it as a template.

Is there a required form

Due to the lack of established unified form each employer can independently develop their own document form. You can use our sample for this.

It must indicate a complete list of employees indicating their positions. After the names, the days on which a particular person will have to go to work are noted. It is desirable to develop the document in such a way that as a result it does not allow shortcomings or overwork in excess of the norm of working time, as well as to ensure the optimal load on the team and on production processes. The schedule is most often developed for a month.

Filling order

A sample work schedule table for a month, an empty form, is filled out taking into account the working hours in accordance with the internal labor regulations in force in the organization. It indicates the beginning and end, the length of the working day, breaks, the number of shifts, the alternation of work and rest.

The length of the day is regulated by internal regulations, taking into account the working time regime established by the employment contract. A reduced working day may also be provided, as, for example, in industries with harmful and dangerous conditions (part 4 of article 94 of the Labor Code of the Russian Federation) or when there is work for disabled people and minors (parts 1, 3 of article 94 of the Labor Code of the Russian Federation ).

Download free employee work schedule template for a month

Where and how much is stored

By order of the Ministry of Culture of the Russian Federation of August 25, 2010 No. 558 (as amended on February 16, 2016) “On approval of the “List of standard managerial archival documents generated in the course of the activities of state bodies, bodies local government and organizations, indicating the periods of storage" (registered in the Ministry of Justice of Russia on 08.09.2010 No. 18380), a list for the storage of documents indicating the periods has been established.

According to paragraph 586 of the order, time sheets (schedules), working day logs are stored for 5 years, when working with difficult, harmful and dangerous working conditions, the storage period is set at 75 years.

However, some sources believe that this paragraph refers to time sheets, not work schedules, and that this paragraph does not apply to the latter document.

Nevertheless, some employers prefer to keep such documents for a year in the personnel department or accounting department in case of a labor dispute with an employee on the issue of rationing working hours or payroll.

Ask questions, and we will supplement the article with answers and explanations!

A work schedule is a routine that must be followed in every organization. The duration of the working week and (or) shift, in accordance with Art. 100 of the Labor Code of the Russian Federation, is established by a collective agreement, an employment contract, internal labor regulations.

IN personnel office work there are two concepts similar in sound, but different in meaning: the work schedule (planned) and the work accounting schedule, or time sheet (compiled at the end of the month, with its use the results are summed up). Let's define the basic concepts, consider the options for remuneration with different modes labor and a sample work schedule for employees, as well as other examples of documents.

So, in accordance with Art. 91 Labor Code of the Russian Federation, normal hours of work should not exceed 40 hours per week. Planning and recording of the working time worked by each employee is organized by the employer. Usually, unified forms T-12 or T-13 are used for such accounting. You can download a sample work schedule for a month using unified forms at the end of the article.

In what cases is the work schedule drawn up

If an organization has adopted a single working time regime for all employees (a 40-hour work week (five days) with two common days off), such a document does not need to be drawn up.

The need to maintain a schedule for recording working hours arises in the following cases:

irregular working hours ( Art. 101 Labor Code of the Russian Federation);
flexible working hours ( Art. 102 Labor Code of the Russian Federation);
shift mode ( Art. 103 of the Labor Code of the Russian Federation);
summarized accounting of working hours ( Art. 104 Labor Code of the Russian Federation);
division of the working day into parts ( Art. 105 of the Labor Code of the Russian Federation).

The work schedule in these cases is drawn up in order to monitor compliance with the normal working hours for the entire accounting period (month, quarter and others, but not more than one year). Based on the data for each employee for a certain accounting period, wages are calculated, including taking into account the time of processing or shortcomings.

In order not to waste time compiling your own schedule form, we recommend that the HR specialist download a blank form - a sample monthly work schedule prepared by experts (it is attached at the end of the article).

The length of the accounting period should be established by each organization. It should be borne in mind that it is advisable to set an accounting period as a month if the employee monthly works the number of hours corresponding to the normal working hours, or more hours than is provided for by the norm (i.e., overtime hours are initially laid down). This will allow you to determine the number of overtime hours on a monthly basis and make the corresponding additional payment.

If, however, the employee’s schedule shows that in some months he works more hours, and in some less than the norm, it will be fair that processing in one month is compensated for by underworking in another. In this case, it is advisable to set the duration of the accounting period to more than one month. The number of months in the accounting period should be set so that the sum of working hours according to the accounting document coincides with the norm of working hours. The determination of the number of overtime hours is not made on a monthly basis, but once for the entire accounting period as a whole.

What are work schedules?

Let's take a closer look at what is different flexible schedule work, irregular working hours, shift work, summarized accounting of working hours and fragmented working hours.

Flexible

Flexible working mode implies independent regulation by employees of the beginning and end of the duration of the shift. It is important to work a specific number of hours set for a specific accounting period.

Irregular working time provides for periodic involvement in job responsibilities outside of the standard working day. The list of positions with such working hours is fixed by a collective agreement or internal rules of the organization.

Removable

Shift work involves working in two, three or four shifts during the day. It is needed when the duration of the work cycle exceeds the norm for one person. In this case, employees replace each other.

In this case, companies draw up work schedules - the template is shown below. Such a local act is approved by the head of the enterprise. Employees must confirm the fact of familiarization and agreement with the work according to the approved schedule by signing.

Summary Accounting

Summarized accounting of working hours allows you to count longer periods of work. The bottom line is that average duration labor during the day should be equal to the norm for the period. This period can be a week, a month, a quarter, a year.

Suppose you need to work 40 hours a week, but a shift can last 12 hours or a day. This is how salespeople in convenience stores, watchmen, and cleaners often work. The Labor Code does not say anything about the duration of the break between two 12-hour shifts, but earlier, when distributing the load, they took into account the recommendations of the resolution of the Council of People's Commissars of the USSR of 09/24/1929 - which prescribed to establish a break between 12-hour shifts of at least twice the length of working time the day before - that is, at least 24 hours. Now this resolution has lost force - but some departmental regulations contain similar conditions: for example, in the Order of the Minister of Defense of the Russian Federation of December 30, 2001 N 541 “On the Departmental Security of the Ministry of Defense Russian Federation» says:

We offer a sample: how to draw up a work schedule for 4 people for 12 hours. The following conventions are used in the sample:

U - work from 7.00 to 19.00;
B - work from 19.00 to 7.00;
* - day off.

The example shown is quite universal - it can also be used as a sample work schedule for sellers in a store, a sample duty schedule for watchmen for a month - if their shift lasts 12 hours. To use our example, we suggest downloading the shift schedule for 2019 in excel below.

If you need to schedule cleaning work - for example, in a 24-hour cafe where cleaning should be done every half an hour, and managers and cleaners work 12 hours a day - such a sample will do.

Dividing the day into parts

The division of the working day into parts is allowed in accordance with the regulatory local act of the organization and taking into account the opinion of the trade union. The day is divided into parts by a break that is not paid. This procedure is used in trade or in companies involved in transportation, or in government agencies.

Timesheet for 2019 (timesheet): how to fill it out

There are two unified forms: T-12 and T-13. The difference in them lies in the fact that the T-12 form is filled out only manually or in a text editor, and it has a special section for calculating salaries. Time sheet T-13 can be filled out using specialized computer programs and access control systems, which are used to record visits by employees of the firm to their work. There is no block for calculating salaries in this form, it is subject to calculation in other registers.

The time sheet is the primary document on the basis of which wages are calculated for employees, payments from it and surcharges accepted in the organization. Since the payments listed reduce corporate income tax or taxable income under the simplified taxation system, the document should be fixed as the primary one in accounting policy organizations. It is not necessary to use the unified form from 01/01/2013. It is important to fix your own version of the form in the accounting policy and make sure that it contains all the necessary details, the mandatory presence of which for primary documents is established by law 402-FZ.

The time sheet is drawn up in one copy by a person authorized to monitor the control of working time in the whole organization or in a separate structural unit. The list of persons signing it is established by the internal administrative act of the organization. At the end of each month, the completed time sheet is transferred to the accounting department.

Consider the procedure for filling out the time sheet using the example of the T-13 form.

In the header, the name of the organization and the structural unit must be filled in (when controlling working hours in structural units). The serial number is assigned in accordance with the accepted numbering in the organization. The date of compilation and the reporting period must be filled in as details of the primary document.

You can download a sample work schedule in excel at the end of the article. And now let's look at how to calculate the work schedule and draw it up correctly.

Step-by-step design instructions

Step 1. Designing the header

Here is an example of filling out the work schedule of employees for a month, for example - February 2019.

Step 2. Fill in columns 1-3

Column 1, serial number, is filled in according to the number of employees in the time sheet. Columns 2-3 contain identification information for each employee: full name. employee, his position and personnel number.

Step 3. Fill in columns 4-6

Column 4 contains notes on attendance and absence from work for each date in the corresponding month. In the example of the timesheet for February 2019, there are 28 days, so there are 28 cells to fill in the data. There are four rows for this information in the table (two for each half of the month).

The top line of each half of the month reflects the letter designations of the reasons for attendance and non-attendance (the letter correspondence of the reasons is presented on title page Form No. T-12) - these are codes of attendance-non-attendance to the working time schedule. The decoding of the codes is given in the file at the end of the article.

Notes explaining the reasons for non-attendance at work, about working part-time or outside the normal working hours, etc., are made on the basis of documents: a certificate of incapacity for work, a certificate of the fulfillment of state or public duties, a written warning about downtime, a written consent of the employee to overtime work in cases established by law, etc.

Under the letter designation, a numerical indicator is put down, equal to the number of hours and minutes actually worked by each employee.

Columns 5 and 6 contain the total indicator of hours worked for each employee for each half of the month in hours, minutes and days (column 5) and for the entire month (column 6) in hours, minutes and days.

Step 4. Fill in columns 7-9

Columns 7-9 in the T-13 form are filled in when automated system accounting, taking into account the following features:

if for all employees of the organization payroll occurs only for one type of remuneration and using one corresponding account, then the indicators “type of payment code” and “corresponding account” can be placed above gr. 7, 8 and fill in only column 9 - for the total indicator of days and hours worked (in brackets) for each employee;
if accruals are made for several types of payment (from 2 or more) and using several accounting accounts, then gr. 7 and 8 are filled with the relevant data, in gr. 9 reflects the total indicator of days and hours worked (in brackets) for each employee;
an additional block with similar columns is provided in case the number of types of remuneration exceeds 4.

Step 5. Fill in columns 10-13

They provide information on absenteeism for the accounting period according to the corresponding codes in days and hours (indicated in brackets). Two blocks of graphs are provided in case the number of reasons for non-attendance exceeds 4.

It should be remembered that the time sheet does not include persons working on civil law contracts. The time sheet can be maintained in one of two ways, which the organization fixes in the accounting policy:

in a continuous way, that is, register all appearances and absences from work;
method of accounting for deviations, that is, register only deviations (absence from work, being late, overtime, etc.).

At the end of the month, the time sheet is signed by responsible persons, the list of which is established in the organization's regulatory act, and transferred to the accounting department for payroll and other payments.

If in an organization the salary for the first half of the month (advance payment) is accrued for the time actually worked, the time sheet is allowed to be drawn up separately for the first and second halves of the month.

You can download the template (excel) of the work schedule at the end of the article.

Storage periods and liability for lack of

Graph retention times:

as a primary document, in accordance with paragraphs. 8 p. 1 Art. 23 Tax Code of the Russian Federation, — within 4 years;
as a primary document for accounting purposes - within 5 years (law 402-FZ);
as documents on personnel and remuneration - at least 5 years, and in difficult, harmful or dangerous working conditions - at least 75 years (Order No. 558 dated August 25, 2010).

Responsibility for absence:

in accordance with Art. 120 Tax Code of the Russian Federation, its absence, as a primary document, will entail the imposition of a fine in the amount of 10,000 rubles. up to 40,000 rubles and refusal to recognize in expenses when calculating income tax labor costs;
in accordance with Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, for non-compliance with labor legislation for organizations, a fine is set in the amount of 30,000 to 70,000 rubles, and for managers and persons without the formation of a legal entity - from 1,000 rubles. up to 20,000 rubles

The formation of a shift schedule is in many cases one of the main conditions for the smooth operation of an enterprise or organization.

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When does shift work apply?

Shift schedule is a fairly common phenomenon. It is used in a variety of industries, most often in companies with continuous round-the-clock production cycle- the need for its use here is due to the fact that equipment downtime is unacceptable, because they lead to failures in the system and considerable financial losses. But the regular timely change of personnel leads to an increase in the volume of products, improved productivity and, as a result, greater profits.

The shift schedule is also common in other areas, for example, in medical institutions, security structures, fire, gas services, railway and transportation, air traffic, etc.

Number of shifts and workers in them

The number of shifts depends on the characteristics of the organization. It can be two, three or even four shifts per day. Each shift works for a certain period of time - from three to four hours to twelve.

Individually and the number of employees in one shift. It can be one person or even several dozen (the upper threshold is not limited).

Why you need a shift schedule

The shift schedule is one of the most important internal documents of the company.

On the basis of the schedule, employees' working time is recorded and subsequently their wages are calculated.

Thus, it refers not only to the methods of organizing labor at the enterprise, but is also a serious accounting form.

We should not forget that if the company provides for shift work, then the availability of the schedule is mandatory checked by state supervisory structures (for example, labor inspectorate And tax service). The absence of this document may serve as a reason for imposing an administrative penalty on the enterprise and its management in the form of a fairly large fine.

Legislative regulation, mandatory conditions

The shift schedule is regulated by law, namely Art. 372 of the Labor Code of the Russian Federation (part 3 of article 103 of the Labor Code of the Russian Federation). When introducing it into organizations, it is required to strictly comply with the rules and conditions of the above section of the Labor Code of the Russian Federation.

The rules for working in this mode are spelled out here quite thoroughly and clearly. It makes no sense to list them in this article, but some just need to focus on:

weekly duration of working time in the sum of all shifts should not exceed forty hours;
each shift, people should be given a break for lunch (its duration is determined individually - from 30 minutes to 2 hours);
employees must be provided with uninterrupted rest for 42 hours every week;
the employer is obliged to indicate to employees the inadmissibility of performing their duties in two shifts in a row (except in emergency cases) - and strictly monitor this.

If an organization feels the need to apply a shift schedule for different categories (positions) of employees, then for each of them the duration of the shift can be determined separately (such situations are found in transport companies- one mode of operation is used for drivers, another for dispatchers, and for service personnel- third).

When forming the schedule, one more important point should be taken into account - if most of the time falls at night, then the shift should automatically be reduced by an hour.

All other working conditions must also comply with the law, including in those matters relating to the payment of salaries, the provision of sick leave, vacation, etc.

What is not considered a shift schedule

Some personnel officers mistakenly believe that the work schedule is one day after two / three, two days after two, etc., refers to shifts. If you carefully read the labor legislation of the Russian Federation, it turns out that this is not so. A group of workers performing their official duties within one day, and replaced by others the next day, works in a mode fixed within the enterprise, however, there is no clear procedure for developing such a mode, its coordination and approval.

Some points regarding payment

The calculation of wages for a shift schedule is somewhat different from the standard one. The specificity here lies in the fact that the number of working hours according to the regime established at the enterprise may differ from the norm established by law, both upwards and downwards (the so-called planned processing or underworking).

In order to avoid errors in payroll calculations, at the end of the accounting period, the following parameters should be reconciled: the number of working hours in accordance with the norm and their number, based on real indicators. If, when comparing, the second indicator is greater than the first, you will need to calculate and pay extra to the employee for the time worked.

If an employee's shift falls on a day off, then it is paid as usual (this is justified by the peculiarities of the conditions of the shift regime). If he is forced to work on a holiday (state non-working days are indicated in Labor Code RF), then payment to him should be made at the appropriate standard rate, i.e. in double size.

Fixing the order of work

If the management of the enterprise decides to apply a shift work schedule, it must fix this norm in the accounting policy, more precisely, in the Rules internal regulations.

If a trade union cell operates in a company, these Rules, including those regarding shift work, must be approved by its representative. A five-day period is allotted for interaction with the trade union - during this period, trade unionists must either approve the Rules presented to them, or challenge them convincingly.

It is also allowed to establish the use of a shift schedule in the collective agreement.

In addition to the Internal Regulations and the collective agreement, the clause on shift work should be spelled out in sections of individual employment contracts with employees, indicating the number of hours per shift and other parameters.

The process of forming a shift schedule

The first practical step in bringing the shift schedule to life is the order to create it, issued on behalf of the director of the organization. It prescribes an instruction to create a shift schedule, period, responsible person and other necessary information.

Sample order for approval of the shift schedule

The schedule is formed in advance - at least thirty days before the shift.

Each employee mentioned in the document must be familiarized with it against signature. Thus, he indicates that he agrees with this mode of operation.

After development, coordination and final approval, the schedule will be mandatory for both the management of the enterprise and the employees who are indicated in it.

What period is the form for?

The shift work schedule can be formed for any period of time. As a rule, the period for which this document is drawn up is indicated in regulations companies. Most often, schedules are drawn up for one month. Each time a new schedule must be approved in due course.

Is it possible to change the information in it

It is allowed to make changes to the approved shift schedule, but only as a last resort and subject to certain rules.

Firstly, if the changes occur at the initiative of the employer, he must notify his subordinates about them in advance and obtain their written consent - without them it will be problematic to legally make changes.

If any of the employees asks to change the shift schedule, he must draw up a special application addressed to the manager. The application must indicate the reasons for the request (it must be valid with appropriate written justifications), then the consent of the other employees to whom the document relates must be obtained. If colleagues and management managed to reach a compromise, a new order, on the basis of which the necessary adjustments are made to the schedule.

Is it possible to change shifts without making changes to the shift schedule

Sometimes at enterprises there are situations when employees change shifts without prior notice to the authorities. This is absolutely unacceptable.

For such a replacement, management has the right to impose a disciplinary sanction on subordinates.

And in the case of more than a single violation of labor discipline (namely, these misconducts belong to this category), even dismiss the guilty.

Who draws up the document

The immediate task of scheduling shifts can be assigned either to a specialist personnel department, or to the head of the structural unit, or to the secretary of the organization. The main condition that the contractor must comply with is to take into account the norms of the law, the interests of the enterprise and employees.

In this case, after the formation of the document, it must be submitted for signature to the head of the department and the director.

How to coordinate with employees

The shift schedule must be agreed with employees in advance, as mentioned above - no later than thirty days before the first shift on it.

Consent signatures can be put directly in the chart itself, or you can make a separate sheet for this.

If the second option is chosen, then in the approval sheet you need to make a table, enter all the employees there and collect their autographs (with the date they were set). This document will be the official attachment to the shift schedule.

Features of the formation of the shift schedule, general information

If you are assigned to make a shift schedule, and you have no idea how exactly it is formed, read our recommendations - they will give you an accurate idea of \u200b\u200b this document. Also, check out the example of filling out - based on it, you can easily draw up your own form.

Before proceeding to a detailed description of the graph, we present general information about the document. Let's start with the fact that there is no unified form of the schedule. This means that you can write it in free form or according to the model approved in the accounting policy of the organization. In this case, the method of forming the form should be reflected in the regulations of the company.

Regardless of which scheduling method is chosen, the document must contain a number of mandatory data:

Company details;
information about the place and time of compilation;
chart itself.

The form must be certified by several persons. Firstly, by those employees in respect of whom it was formed, secondly, by the head of the structural unit and, thirdly, by the director of the company.

It is not necessary to certify the form with a seal - it is necessary to do this only when such a condition is in the company's local documentation.

The schedule can be drawn up on a simple blank sheet of paper (preferably A4 format) or on the letterhead of the organization (if such a requirement is established by management). You can write it manually or on a computer (with the obligatory subsequent printing).

How to take into account the shift schedule

All schedules developed at the enterprise are subject to mandatory registration in the appropriate register. After carrying out all the necessary procedures with them (development, coordination, approval, familiarization), they are transferred for storage to the company's personnel department. Here they are filed in a separate folder with other similar documents. Access to the place of their detention for unauthorized people should be limited.

The duration of their storage is indicated either in the local acts of the organization, or is established by the legislation of the Russian Federation (but not less than five years). After the expiration of this period, graphics can be disposed of in compliance with the procedure established by law.

Shift schedule template

Before you start filling out the form, you should conditionally divide it into three main consecutive parts.

The first is the beginning, or, as it is also called, the “cap”. Entered here:

document's name;
date, place of its formation;
number (according to the internal document flow of the enterprise);
the period for which the schedule is drawn up (week, month, year, etc.).

You can enter this data both in the middle of the document, and on the left or right - it does not matter. The only thing that should be taken into account is that immediately, at the top, several lines are allocated for the approval of the schedule by the head of the organization (here you need to enter his position and full name).

Below is the main block. It is usually presented in the form of a table. It is included in stages:

Full name of the employee;
date of;
the number of the shift in which he will go to work;
weekend information.

You can supplement the table with other columns (for example, about the personnel number of an employee, etc.). Under the table, it is imperative to give a breakdown of the information entered in the schedule, including the number of shifts, the number of employees involved in them, the duration of each shift (in hours), as well as the symbols included in the schedule.

Next, you should put a mark that the opinion of the employees included in the document is taken into account and collect their signatures. If signatures are put on the approval sheet, then its presence must be indicated in the shift schedule, designating it as an annex to the main document.